Club Planner
SchedulingConnect AI agents to Club Planner, fitness club management software from Belgium. Agents add members and prospects, sell subscriptions and credits, book reservations and calendar items, check members in and out, and ring up point of sale items.
What This Integration Enables
Club Planner is Belgian fitness club software, and the thing that separates it from every other booking system in this category is that it makes a real time access decision at a physical turnstile. Check In is not a log entry. It performs the access decision for a card identifier and returns the display name, the message and colour to show on the terminal, and whether the gate should open. Check Out is what makes Get Visit Count meaningful, because with only a club supplied it returns live occupancy rather than a running total. Everything else in the connector is arranged around that door. Members are created and maintained through Add Member, Update Member, Get Member, Find Members, Update Member Status and Set Member Blocked. Get Member QR Code returns the string a member app or wallet pass renders so the member has something to present. Subscriptions are the entitlement the door checks: Add Subscription, Pay Subscription, Update Subscription and Get Member Subscriptions, with Find Subscriptions By Start Date as the endpoint built for polling new and amended sales.
The rest of the surface is broad and genuinely transactional. The planner side covers Get Calendar Items, Get Free Timeslots, Add Reservation, Cancel Reservation, Add To Waiting List and the calendar item write actions, so a booking screen can be built against free slots rather than against a filtered full schedule. Sales runs a real staged pipeline: Get Prospect Current Step returns the step and every result configurable against it, Set Prospect Step Result records the outcome and advances the pipeline while optionally booking the follow up, and Revert Prospect Step undoes a result recorded in error. Point of sale, credit and coupons are all writable, which is what makes unattended kiosks and vending possible. Subtract Member Credit is rejected when the balance is insufficient, so the rejection is the payment authorisation.
Three mechanical facts shape every flow built on this connector, and they are the reason a design conversation is worth having up front. Club Planner is tenant hosted, so the connection is configured with your own platform URL plus an API token rather than a shared endpoint, and an Audit Source value is sent as the from on every write so the club can see which integration made a change. Every endpoint except the email one is implemented as a GET with a query string, including the writes, which means a write is not idempotent despite the verb and a blind retry after a timeout can create a second record. And a rejected call comes back as HTTP 200 with an error envelope in the body rather than an error status, so a naive integration reads a refusal as a success. The connector inspects every response and fails the step when the body carries a non-zero status code, which is what stops a silently rejected write from looking like a completed one. Club Planner publishes no webhook subscription API, so this connector ships no triggers and reactive flows poll Find Subscriptions By Start Date on the last modified filters, Find Members on a created or modified filter, Get Visits from a moving start date, or Get Prospects over a date range.
Without FlowRunner
With FlowRunner
Use Case Scenarios
A vending machine that authorises itself
A club puts a drinks fridge in the corridor and does not want to staff it. The member taps their card, the fridge calls the agent, and the agent calls Subtract Member Credit with the card identifier and the price. This is the whole authorisation, because Club Planner rejects the call outright when the balance is insufficient, so a declined purchase is a failed step rather than a negative balance to clean up later. On success the agent calls Add POS Item to record the sale against the member with the correct revenue group, so the transaction lands in the club accounts the same way a desk sale would rather than as an untracked drop in the credit balance. If the balance is short, the agent calls Send SMS with a top up link instead. Get POS Sale Items over the previous day feeds a stock reconciliation into Google Sheets each morning. Nothing here needs a person, because the API refuses the only call that could go wrong.
Winning back members who quietly stopped coming
Lapse is invisible until it is churn. On a schedule the agent calls Get Visits from a moving start date across the club, building the set of members who have checked in recently, then calls Find Members with a filter expression over the member table to get the full active roster. The difference is the lapsed set. For each of them it calls Get Member for the live subscription state and last visit date, because a member on a paused subscription is not the same problem as a paying member who stopped attending. It splits the list on that distinction and reaches the paying non attenders through Send Email with an offer of an intake appointment. Where somebody accepts, Add Calendar Item schedules the one to one session and books the member onto it in the same call, which is exactly what that action is for. The list of paused members goes to the club manager in Microsoft Teams rather than into a mail merge.
Sales prospects that advance on real outcomes
A campaign generates leads faster than anyone can log them. The agent calls Add Prospect for each one with the source and sub source set from the campaign, which is the only point at which acquisition attribution can be captured honestly, and Club Planner starts the prospect on the sales pipeline. When a salesperson logs a call outcome in the tool they already use, the agent calls Get Prospect Current Step to read the step and the result identifiers that are actually configured on this platform rather than guessing them, maps the outcome to one of those identifiers, and calls Set Prospect Step Result with a date range so the follow up appointment is booked in the same call. Where a result is recorded in error, Revert Prospect Step puts the pipeline back. The daily pipeline movement is posted to the sales channel in Slack with counts by source, so marketing sees which campaign produced tours rather than which produced form fills.
Human-in-Loop Highlight
Set Member Blocked is the gate, and it is a gate because of where the consequence lands. A blocked member is refused at the check-in point, and the optional message is shown to the member and to the employee standing at that point. So this is not a database flag. It is a message that gets read out to somebody in a queue in front of other members, at the moment they were expecting to work out. The natural trigger for this flow is a failed payment or an expired medical certificate, and both are exactly the kind of signal that is right most of the time and wrong occasionally: a card that expired last week and was already replaced, a certificate renewed on paper and not yet keyed in, a payment that failed on the provider's side and settled on retry. Two properties of this API make an unattended block worse. Writes travel as GET requests with the values in the query string and are not idempotent, so a retry after a timeout applies the change twice rather than harmlessly. And Club Planner answers a rejected call with HTTP 200 and an error envelope in the body, which means "the block succeeded" is a claim the transport layer cannot support on its own. So the agent builds the case and stops before the door. It posts to the club manager: "Mollie reports the direct debit for Wouter Claes failed on 3 March, second failure this cycle, 39 EUR outstanding on subscription 5512. Get Visits shows he checked in twice since then, most recently yesterday. I have drafted the block message the terminal will show him: 'Payment could not be collected, please see reception.' Block him with that message, send the payment link by SMS first and block on Friday if it is still unpaid, or neither?" A person picks one. That is the human-in-the-loop moment in club operations: an agent can prove a payment failed, and only a person should decide to say so to a member out loud at the front desk.
Agent Capabilities
53 actionsClubs
1- Get Clubs Returns every club location with its address, contact email, region and classification. The identifiers returned here are the values the rest of the API calls owner or ownerid, so this is usually the first call in a flow that targets one location.
Members
8- Add Member Creates a member with no subscription, which suits a website sign up or a free day pass that captures details before selling anything. Returns the check-in status, which reads as no valid subscription until one is added.
- Update Member Applies a partial update, so it is safe from a partial web form or a CRM sync. Changing the email address or mobile number clears the validation timestamp Club Planner held for that field.
- Get Member Looks up one member by identifier or email address and returns the profile with the live check-in status, visit count, last visit date and current subscription state. The usual read before a check-in or a renewal decision.
- Find Members Searches the member table with a Club Planner filter expression, an SQL style condition over columns including member_id, name, email_address, created_on, last_modified and newsletter. Returns at most 1000 members per call with no pagination cursor, so narrow the filter on a large club, and build the expression only from trusted input.
- Delete Member Permanently deletes a member. This cannot be undone through the API, so it belongs to erasure requests and records created in error, not to routine cleanup.
- Update Member Status Assigns a configured status such as active, on hold or former member. Statuses are defined per platform, so read the available values before setting one.
- Set Member Blocked Blocks or unblocks a member. A blocked member is refused at check-in and the optional message is shown to both the member and the employee at the check-in point, which is why this action runs behind an approval.
- Get Member QR Code Returns the QR code string that identifies a member at a check-in point, for rendering into a member app, a wallet pass or a confirmation email.
Subscriptions
6- Add Subscription Sells a subscription to a member with up to three options and an optional price override each. A member cannot hold two subscriptions active on the same date and an overlap is rejected. Use the reference field to store the payment or webshop transaction identifier so the sale reconciles later.
- Update Subscription Changes an existing subscription's dates, price, payment method, reference, note or options. Turn on Remove Options to clear everything currently attached before applying new ones.
- Delete Subscription Removes a member subscription. Only unpaid subscriptions can be deleted through the API, so anything with a payment recorded against it is rejected and has to be handled in the application.
- Pay Subscription Records a payment against a subscription. The amount cannot exceed the outstanding remainder. Supplying a coupon identifier lets Club Planner draw the coupon down automatically until it is empty, in which case the amount can be left at zero.
- Get Member Subscriptions Returns one member's subscriptions with their attached options, limited to items whose begin date is earlier than today plus thirty days. Anything scheduled further ahead does not appear here.
- Find Subscriptions By Start Date Returns every member subscription starting in a date range across members, optionally narrowed by type or club and by a last modified range. This is the endpoint to poll for new and amended sales.
Member Credit
2- Add Member Credit Tops up a member's prepaid balance by member identifier, email address or door card identifier. A credit of zero is rejected. The usual caller is a bank terminal, a top up kiosk or a webshop payment callback.
- Subtract Member Credit Deducts prepaid credit and is rejected when the balance is insufficient, which is what makes it safe as the payment step for vending machines, drink fridges and other unattended points of sale.
Visits
4- Get Visits Returns check-in records from a start date, with the check-in and check-out timestamps, the check-in point, the subscription used and the message shown at the door. The basis for attendance reporting and lapsed member detection.
- Get Visit Count Returns unique check-ins, and changes meaning with its arguments. With only a club it returns live occupancy because check-outs are counted. With a date range it returns unique check-ins in that period.
- Check In Performs a real access decision for a card identifier belonging to a member or an employee, returning the display name, the terminal message and colour, and whether the gate should open. Call it only from a genuine check-in flow.
- Check Out Performs a check-out for a card identifier. Recording check-outs is what lets Get Visit Count report live occupancy rather than a running total.
Planner
11- Get Calendar Items Returns the scheduled activities in a calendar over a number of days. Set the calendar to 0 to return items from every calendar, and optionally narrow to one instructor.
- Get Calendar Item Returns one scheduled activity with its times, room, instructor, capacity and cost. The refresh to run before confirming a booking.
- Add Calendar Item Schedules a new activity in a calendar, room and time slot. Supplying a member books that member onto it in the same call, which is how personal training and intake appointments are created.
- Update Calendar Item Changes an activity's times, description, room, instructor, capacity, cost or note. Partial, so rescheduling a class does not mean rebuilding the entry.
- Delete Calendar Item Removes an activity from the calendar. Use it to cancel a class outright, after notifying the members holding reservations.
- Get Free Timeslots Returns the free slots for an activity on a given day, so a booking screen offers only slots that can actually be reserved.
- Add Reservation Books a member onto a scheduled activity. The log type records which channel the booking came through and appears in the Club Planner audit trail.
- Get Reservations Returns reservations by member, by calendar item, or by calendar over a date range. By calendar item this is the attendee list for one class; by member it is that member's upcoming bookings.
- Cancel Reservation Cancels a reservation and frees the place. Where a waiting list is enabled on the activity, cancelling is what lets Club Planner move the next member up.
- Add To Waiting List Adds one place on a full activity's waiting list and returns the entry identifier. Rejected when the waiting list is disabled or the member is already on it.
- Delete Waiting List Item Removes a waiting list entry using the identifier Add To Waiting List returned.
Sales
8- Add Prospect Creates a prospect and starts it on the sales pipeline. Source and sub source record where the lead came from, which is the only moment acquisition attribution can be captured honestly.
- Update Prospect Applies a partial update to a prospect, for enriching a lead as the sales process learns more about it.
- Get Prospect Returns one prospect with contact details, pipeline status and the source and sub source it was attributed to.
- Get Prospects Returns prospects, optionally limited to a date range. The endpoint to poll to pull new leads into a CRM or a nurture campaign.
- Delete Prospect Deletes a prospect, for erasure requests and duplicate or test leads.
- Get Prospect Current Step Returns the prospect's current pipeline step and every result that can be recorded against it. The result identifiers are configured per platform, so read them rather than hard coding them.
- Set Prospect Step Result Records the outcome of the current step and advances the pipeline, returning the next step and its possible results. Supplying a date range books the follow up appointment in the same call, optionally with a different employee.
- Revert Prospect Step Reverts the last recorded step and returns the step that becomes current again. The undo for a result recorded in error.
Point Of Sale
8- Add POS Item Records a point of sale transaction against a member. The revenue group determines how the sale reports in the club accounts. Supply a created on timestamp to backdate a sale that happened offline.
- Update POS Item Corrects a recorded transaction's description, amount, quantity, VAT, revenue group, club, member, timestamp or notes.
- Delete POS Item Deletes a recorded transaction, to reverse a sale entered in error rather than leaving a correcting entry behind.
- Get POS Sale Items Returns transactions for a club over a number of days with the member, quantity, total, payment method and revenue group. What a daily revenue export or a stock reconciliation reads.
- Get Invoices Returns invoices created over a number of days, optionally limited to one invoice relation, for handing club invoicing to an accounting system on a schedule.
- Get Coupon Returns a coupon by identifier or key including the remaining balance, for validating a gift voucher before accepting it at checkout.
- Add Coupon Issues a coupon for an amount, redeemable later against a subscription payment through Pay Subscription.
- Update Coupon Updates a coupon's remaining balance and note. Club Planner requires the identifier, the remainder and the note together, so pass the existing note back when it is not changing.
Messaging
2- Send SMS Sends an SMS to a member through the Club Planner gateway, by default to the number on the member record. Sending normally consumes credit with your provider.
- Send Email Sends an email to a member, defaulting to the address on the record, with optional carbon copy and blind carbon copy recipients. This is the one Club Planner endpoint that takes an HTTP POST body rather than query parameters.
Coaching
3- Get Member Tests Returns the fitness test measurements recorded for a member, including weight, height, body fat and VO2 max, plus free text and numeric slots configured per test type.
- Add Member Test Records a new fitness test. Club Planner requires the test type, a unique reference, the member, the employee and all four measurements together on this call.
- Update Member Test Updates an existing test and requires all four measurements together, so read the current values with Get Member Tests and pass back the ones that are not changing.
Frequently Asked Questions
What can FlowRunner do with Club Planner?
FlowRunner agents can run Get Clubs, Add Member, and Update Member in Club Planner, plus 50 more actions.
Does connecting Club Planner to FlowRunner require OAuth?
No. Club Planner connects to FlowRunner with an API key, no OAuth flow required.
Can Club Planner trigger a FlowRunner workflow automatically?
Club Planner doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.
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